An application of a planning-programming-budgeting system to a technical services processing center

Abstract

The purpose of this study was to illustrate by using a Planning-Programming-Budgeting System how a centralized technical processing agency could eventually aid in lowering costs and in improving the efficiency and effectiveness of technical services operations, and provide interactive bibliographic means which would permit users to maximize the utilization of the available resources of the learning resource centers in West Virginia's community colleges. Prior to engaging in the application of the components of PPBS to the simulated technical services processing center, a data collection process and a comparative analysis review of the existing technical services processing costs and operating procedures in the learning resource centers were performed. Results of these two investigations provided the data base for determining the comparative costs between the existing processing cost per unit and the PPB System alternatives, and the latitude and compatibility were established concerning which alternatives would be appropriate for the existing technical services processes. Basic policy statements, program structure, program memoranda, program financial plan, and special analytic studies were the components of PPBS which were delineated and used interdependently with the program objectives and alternatives of the technical services processing center. Primary thrust of lowering the unit cost per processed item and providing better service for the users of the learning resource centers was continually re-emphasized. The two recommended alternatives evolving from the PPB System were: (1) the Ohio College Library Center System was recommended for the acquisitions and cataloging functions, and (2) a telefacsimile transmitter-receiver system was recommended for the interactive bibliographic functions. Projected cost per processed item for the OCLC System during the first operating year was approximately $6.171 less than the average cost for processing per item by the learning resource centers during 1973-74. The cost savings would be expected to be greater each ensuing year. With the cost per processed item being reduced or remaining almost steady each year during a period in history when such a financial result would be in direct contrast to inflationary practices, the accountability of the planners of the technical services processing center would be enhanced. The telefacsimile transmitter-receiver system would provide a means for relaying bibliographic information and facsimile copies of various material for users among the three learning resource centers. It would also complement the acquisitions and cataloging functions by providing a method for forwarding ordering and cataloging information to and from the processing center.